Parts AdministratorBids & Office Administrator

Job Summary:

The Parts Administrator/Bids & Office Administrator is primarily responsible for receiving logging and processing parts and equipment requests from a wide range of customers from small HVAC shops to government entities and data centers and communicating those requests to manufacturers accurately and clearly. This role also supports bids and quotations for the sales and project teams and provides general office administration. Strong customer service attention to detail and accurate data entry are essential as the position requires constant phone and email communication and precise handling of pricing and order information. The position works closely with customers manufacturers vendors Sales Engineers and internal teams to ensure parts requests bids orders and administrative tasks are handled accurately and on time.

Duties and Responsibilities:

Parts Administration (70%)

• Receive log and process parts and equipment requests from a wide range of customers from small HVAC shops to large government entities and data centers
• Accurately enter and maintain customer order and pricing information ensuring completeness and accuracy for downstream processing
• Communicate customer requests clearly and accurately to manufacturers translating customer needs into comprehensible cohesive requests
• Prepare and send accurate pricing to customers requiring strong math skills and close attention to detail
• Respond promptly to customer inquiries by phone and email regarding parts availability pricing and order status on a constant ongoing basis
• Build and maintain strong working relationships with customers across varying levels of technical expertise adjusting communication style as needed
• Track parts orders from request through delivery monitoring lead times backorders and shipment status
• Resolve order discrepancies pricing questions and delivery issues professionally including difficult or high-pressure customer interactions
• Continuously learn manufacturer products pricing structures and processes proactively asking questions to ensure accuracy
• Maintain organized records and logs of parts requests quotes and orders

Bids & Quotations (15%)

• Assist Sales Engineers and management with bids proposals quotations and related documentation
• Request and maintain manufacturer and vendor pricing availability and lead times for bids and customer requests
• Track bid opportunities quotation deadlines submissions and follow-up activities
• Maintain organized bid tracking logs and filing systems for bids and proposals

Office Administration (15%)

• Support day-to-day office operations ensuring efficiency organization and a professional office environment
• Answer screen and route incoming phone calls and greet visitors in a professional and courteous manner
• Manage incoming and outgoing mail packages and general office correspondence
• Assist with scheduling meetings calendar coordination and general administrative tasks
• Perform other administrative and operational duties as assigned

Qualifications:

• Strong customer service skills with the ability to communicate effectively with a wide range of customers from small HVAC shops to government entities and data centers
• Strong attention to detail and accuracy particularly when logging customer information and preparing pricing
• Good organizational skills and the ability to manage multiple requests deadlines and priorities
• Superb written and verbal communication skills including constant phone and email correspondence
• Strong data entry skills and solid math ability given the volume of order entry and pricing work
• Ability to handle conflict and confrontation with professionalism
• Quick learner with a strong desire to ask questions and grow product and process knowledge
• 2 years of experience in parts purchasing order processing sales support or a related administrative role
• HVAC mechanical construction engineering manufacturers representative or related industry experience strongly preferred
• Proficiency with Microsoft Office particularly Excel Word and Outlook
• Bachelors degree preferred; Associates degree considered in lieu of relevant experience
• Dependable proactive and comfortable working independently while supporting a team

Benefits at Critical Systems LLC:

• Medical Dental and Vision Insurance
• 401(k)
• Generous Paid Time Off (PTO)
• Competitive salary with performance-based incentives
• Opportunities for professional development and continuous learning
• Collaborative growth-oriented team culture

Critical Systems LLC is an Equal Opportunity Employer

Required Experience:

Junior IC